A position evaluation is usually requested by the manager of the unit through the Human Resources Officer of that school or vice presidential unit. Evaluations are required when a new position is being created, or when an existing position (whether occupied or vacant) is changed significantly. An employee may request a position evaluation through his or her supervisor. Position evaluation requests should be submitted as far in advance of the desired effective date as possible. No position evaluation results may be retroactive. Under the Collective Bargaining Agreement with the United Staff Association, Local 3882 the union may initiate a request for a position evaluation for office/clerical (codes 106/116) and laboratory/technical (codes 104/114) positions. See Article 10–Reclassification of the Agreement. Positions Paid on Grant Funds Classification and pay determinations are not affected by the source of the funding for the position (e.g., University budget or grant funds). Rather, it is through an analysis of internal equity and market factors that an appropriate salary increase is determined.
Before a vacancy may be posted or filled, department heads must get budget approval from the Office of the Vice President for Budget and Resource Planning when the unit is:
- creating a new position;
- duplicating an existing position (adding to headcount); or
- upgrading an existing position that is currently vacant but which the department head intends to fill.
The University Budget Office does not review the funding for requests for role enhancement and other types of career progression, including band-to-band promotions and within band growth. However, department heads must get approval from their unit’s financial officer.
Responsibilities in the Position Evaluation Process
- identifies positions where changes in responsibilities may warrant review
- identifies need for the creation of additional positions
- assists in revising his or her position description
- reviews and discusses the description being submitted for review with his or her supervisor and/or Human Resources Officer
Human Resources Officer:
- analyzes the need for new positions or reviews existing positions
- reviews descriptions with the supervisor and clarifies duties
- compares positions to others in the unit to ensure internal equity and appropriate band/grade and salary recommendations
- ensures funds are available for request
- submits a position evaluation request including a recommendation to the Human Resources Division with the following materials:
- position description
- departmental organization chart
- rationale for request
If the position is new or vacant the Human Resources Officer should also create a Job Requisition in PeopleAdmin and email the request to email@example.com. If the position is currently occupied, the Human Resources Officer should also submit an Incumbent Job Evaluation Request and send all materials to the Compensation Office.
- reviews and clarifies job descriptions with the employee, supervisor, and Human Resources Officer
- determines job’s status under the Fair Labor Standards Act (exempt or not exempt from the overtime pay provisions of the FLSA)
- compares and ranks positions based on factors defined in the appropriate job evaluation system
- determines appropriate band level for administrative professional and grade level for clerical / technical employees
- conducts surveys if necessary to determine appropriate pay
The Compensation Consultant works closely with the Human Resources Officer during the evaluation process. The job evaluation results including band / grade, title, job description and salary recommendation are provided to the Human Resources Officer.
Salary Increase Guidelines for Role Enhancement
Human Resources Officers should consult with their respective Compensation Consultant when administrative & professional (codes 100/110) employees are eligible for role enhancement to determine appropriate salary increases. Office/clerical (codes 106/116) or laboratory/technical (codes 104/114) employees whose positions are reclassified to a higher graded bargaining unit position will receive a salary increase to at least the new grade minimum, or the difference between the old and new grade minimums if their current salary is above the grade minimum.